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Caseload for coaches
Practice management software for coaches
Caseload gives coaches one system for enquiries, paid bookings, reminders, session notes and invoicing. Clients pay when they book, reminders go out automatically, and the personal history clients share with you is stored encrypted on EU servers.
The friction
What coaches are up against
Coaching clients book in blocks and programmes, and keeping track of who has used what, and who has paid for what, becomes its own spreadsheet.
Enquiries are the pipeline, and a slow reply while you are in session is how a prospective client becomes someone else's client.
Clients share goals, setbacks and personal history; even outside a clinical context, that is sensitive personal data you are responsible for protecting.
Invoicing and chasing payment is the least billable hour of the week.
The fit
How Caseload fits a coach's practice
Paid before it is booked
Payment clears before a booking reaches your calendar, so sessions and programmes are paid up front and there is nothing to chase.
Enquiry to first session, handled
Enquiry handling and intake capture new clients and move them to a booked first session while you stay in the room with the current one.
Notes and invoices on one record
Session notes, attendance and invoices live on one encrypted client record, so the history of an engagement is in one place.
Client trust, backed by infrastructure
EU-only hosting, bank-grade encryption, two-step verification and one-click data deletion with proof let you answer client questions about their data plainly.
The platform
Everything included in the plan
Caseload has one plan with everything included: all eight modules with nothing gated, unlimited clients and sessions, SMS and email reminders included.
Every inbound contact is captured, graded and in motion before you finish your next session.
Clients book, confirm and pay without a single message from you. Synchronised with your calendar.
Structured intake forms, Article 9 consent and digital contracts signed and stored automatically.
Autosaving session notes with wellbeing scores, encrypted at rest and structured chronologically.
SMS and email session reminders, post-session follow-ups and missed session recovery included.
Paid at booking or invoiced after. Track outstanding amounts without managing a spreadsheet.
Compliance
Built for the data you actually hold
Your notes hold sensitive personal history. The duty to protect special category data doesn't shrink because the practice is small. Caseload handles compliance by architecture, not as an afterthought.
Data Protection & UK GDPR
- Consent for sensitive data (Article 9) Timestamped on record
- Where client data lives EU servers only
- How records are stored Bank-grade encryption
- "Delete everything you hold on me" One-click erasure with proof
- Right of access requests 30-second complete export
One plan. Everything in it.
Founding cohort pricing is agreed on your thirty-minute demo call and locked from day one. Whatever you join at is what you stay at.
- All modules, nothing gated
- Unlimited clients and sessions
- SMS and email reminders included
- Migration done for you, by hand
- EU hosting and Article 9 compliance
- Direct line to the founder
Questions
Frequently asked questions
Is Caseload suitable for coaches who are not clinicians?
Yes. Caseload covers the practice side of coaching: enquiries, paid bookings, reminders, session notes and invoicing. The same data protection that clinical practitioners rely on applies to the personal history coaching clients share.
Can clients pay for a block of sessions up front?
Payment clears before a booking reaches the calendar, so sessions are paid when they are booked rather than invoiced and chased afterwards.
How does Caseload pricing work?
Caseload has one plan with everything included: no tiers, no add-ons, no SMS credits. Founding cohort pricing is agreed on a thirty-minute demo call and locked for as long as you stay.
Where is client data stored?
Client data lives on EU servers only, encrypted at bank grade, with access protected by two-step verification. Caseload is architected for UK GDPR Article 9 special category data such as mental health information and personal disclosures.
See Caseload for your practice
Built inside a working UK practice, now onboarding the founding cohort.
Book a thirty-minute demoCaseload for other practices